Executive Assistant Jobs

About The Position

Requirements

• Must be at least 18 years of age.
• Five years of increasingly responsible secretarial and administrative support work for management personnel.
• Associate’s degree or equivalent experience required.
• Knowledge of municipal departments, their functions, and contact information, and ability to learn policies, regulations, and procedures.
• Exemplary customer service skills, including dealing effectively with the public, elected officials, and City staff in person and by telephone.
• Skill in operating modern office equipment and Microsoft Office, including Excel.
• Ability to type accurately at 60 words per minute and/or perform accurate data-entry work.
• Proper spelling, grammar, and punctuation; basic mathematical computations, accounting, and record-keeping skills.
• Ability to handle multiple interruptions and changing priorities throughout the day.
• Ability to write reports and business correspondence.
• Ability to present information effectively and respond to questions from managers, clients, customers, and the public.
• Ability to read and interpret a variety of documents and write short correspondence.
• Ability to maintain confidentiality.
• Ability to meet the stated physical demands, including occasionally lifting and/or moving up to 30 pounds, with reasonable accommodation as applicable.

Nice To Haves

• Experience working for a Chief Executive Officer or top manager in an organization.
• Bachelor’s degree.

Responsibilities

• Assess incoming communications to the Mayor and independently determine which require priority attention.
• Facilitate timely responses and follow up to ensure satisfactory closure.
• Manage high-priority projects in the Mayor’s Office, often involving Department Directors and senior staff.
• Handle office details and routine requests to relieve executive management.
• Prioritize and facilitate communications from department heads and coordinators through the Mayor’s Office, following up as needed.
• Review and research statistical and administrative information for the Mayor.
• Manage purchasing activities, prepare and process requisitions, and gather quotes for submission to the City’s Finance Department.
• Research and analyze administrative projects, and review finished materials for completeness, accuracy, format, policy and procedure compliance, and appropriate English usage.
• Anticipate and troubleshoot issues of concern, exercise discretion, and provide timely information and updates to stakeholders.
• Coordinate travel arrangements, accommodations, conference registrations, and related plans.
• Process forms and applications relating to department services; distribute forms, provide information, and publish advertisements for meetings, hearings, notices, and other activities.
• Support operations-based projects and perform executive secretarial and administrative duties required by daily operations in the Mayor’s Office.
• Assist with City special events, including concerts, outdoor movies, festivals, and business breakfasts; work some weekends and after hours as required.
• Help sustain a culture of service, professionalism, and continuous improvement in the Executive Office.
• Use current computer software to prepare and review draft and final documents.
• Receive and distribute mail, reviewing it to identify items requiring priority attention.
• Monitor City Boards and membership appointments and terms.
• Prepare, type, proofread, and complete forms, reports, correspondence, newsletters, lists, logos, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident and accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, inventory records, charts, graphs, spreadsheets, and other documents.
• Coordinate complex meetings and assist with the design and preparation of presentations and meeting materials.
• Respond independently to letters and general correspondence, from routine matters to high-level matters.
• Maintain the Mayor’s appointment schedule and calendar and arrange meetings and conferences.
• Assemble background materials, prepare agendas, and record meeting actions as directed by the Mayor.
• Follow up on assignments given to management staff by the Mayor and provide status reports.
• Prioritize tasks to maximize completion and report incomplete or insurmountable tasks to the Mayor.
• Maintain the confidentiality of department documentation and issues.
• Perform other duties as assigned.